Hey SynkedUP Users! Below you will find step-by-step instructions and a video on how to add an irregular service/task to a regularly scheduled Maintenance Contract. For example: Let's say you do a Lawn Mowing contract for a customer. Every week you do a lawn cut, but you want to add a weed spray (irregular service) once a month. I am going to walk you through how to do just that!
Here is a video tutorial showing how it is done:
Step by Step:
Click on Maintenance in the left sidebar menu.
Click on the green plus button to create a new contract.
Name the new task (example: Mowing Contract).
Click the Create New Task button.
Name the new Task (example: Lawn Mowing), and select the Cost Code and Division and enter the number of scheduled visits (example: 36). Click the blue Add Task button.
Now you will see all those tasks appear in the left sidebar menu. In each of those tasks, you can define the work to be done. Your Master Task will appear with an * beside it.
Click on the Master Task.
Open the Catalog Browser.
Click or drag and drop items to add to the contract.
For example: for a Mowing Contract, add your Maintenance Crew item and select how many hours the task should take so that you can track it. Add a Lawn Mowing Fee so with every cut, it will charge the dollar amount that you've entered.
Click the green Save icon in the top right corner
Exit the Catalog Browser.
Select Push Changes and click Update in the popup - this will update all tasks so that they have the same Labor and Mowing Fee.
But what if you have a visit in the Contract that is different from the rest? Let's say you want to add weed spraying once a month. You could go down through the tasks and add weed spraying on every fourth visit, but it is going to be easier to get this scheduled before doing that. So, let's go to the Calendar and get these Tasks scheduled, but before you do that, don't forget to mark this Contract as sold and active and select a Scheduler. Click the Save icon in the top right corner.
Click Calendar in the left sidebar menu.
Find the Contract you just created in the left sidebar menu and click/drag and drop to the day you want to start.
Select the start date and choose the day for the weekly visits. Assign a Crew Foreman to the Contract and then click the blue Update button.
Then go back to Contract. You will now see that each task has a scheduled date beside it.
So, now what you want to do is line up your monthly weed spraying.
Select the scheduled Task that you want to modify.
For example: select the last week of the month for weed spraying.
Open the Catalog Browser and type "spray weeds" in the search bar (you need to create this item first), and then drag and drop it to contract.
This "spray weeds" item needs to exist in your item catalog for this step. If you haven't done so, add it to your item catalog.
Now, you will see a little Icon beside Spray Weeds and also beside the Task schedule date. That Icon alerts the Crew Member when they log in through the Mobile app that there is an irregular task to be done. There's an example of the Icon below.
Go down through your tasks and add the "spray weeds" task to the last week of each month. Always remember to Save. Now, the whole year is planned out and the Crew Members know exactly when they have a Task that is above and beyond the normal workflow.
Hope this was helpful. Of course, if you have any further questions, please hit us up in the blue chatbox.